Minutes_Library Board of Trustees 2 27 14Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of February 27, 2014
The Board of Trustees of the Carnegie -Stout Public Library (C -SPL) met in the
Lacy Board Room at 4:00 p.m. on Thursday, February 27, 2014.
Present: President Mike Willis; Vice President Jenny Weiss; Board
Secretary Frederick Miller; Trustee John Anderson -Bricker;
Trustee Daniel Boice; Trustee Paula Connors; Trustee Diann
Guns (entered at 4:05 p.m.); Library Director Susan Henricks;
Recorder Denette Kellogg, and Secretary Jennifer Long
1. President Mike Willis called the meeting to order at 4:03 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, February 27,
2014."
Motion: Anderson -Bricker
Second: Connors
Vote: Aye -6; Nay -0
2. Approval of Library Board of Trustees' Minutes of Thursday, January 23, 2014,
and Thursday, February 6, 2014.
"Moved to approve the Board minutes of Thursday, January 23,
2014."
Motion: Boice
Second: Anderson -Bricker
Vote: Aye — 6; Nay — 0
"Moved to approve the Board minutes of Thursday, February 6,
2014."
Motion: Connors
Second: Miller
Vote: Aye — 6; Nay — 0
Guns entered the meeting at 4:05 p.m.
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3. Board President's Report:
- Communication with Dubuque City Council for January 2014.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, January 23, 2014."
Motion: Weiss
Second: Connors
Vote: Aye — 7; Nay — 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided a
written summary on the following topics to the Library Board with
additional comments:
1) Library Financial Report Fiscal Year 2014 (FY14) — Henricks
reported that approximately 58 percent of the fiscal year has
lapsed and 58 percent of the budget has been expended.
Revenue collected is high at nearly 75 percent of projections.
The City has realized a decrease in overall revenue this fiscal
year, which has caused adjustments to the City wide budget.
Travel and continuing education lines are frozen unless
registration has been paid for, or in the case of continuing
education, credits are required for certification. A hiring freeze
has also been implemented, which will create a challenge due to
a recent vacancy in Circulation. Although only a 20 hour a week
position, the hours are all in public service with a particular skill
set.
Guns questioned the City's process for investment of the Library's
gift funds and asked if the Board could decide how the funds are
invested. Henricks stated that she would find out the answer to
this question.
2) Library Use Statistics — Henricks reported that circulations to
Dubuque residents increased 1.6 percent year-to-date. During
this same time, Open Access check-outs decreased nearly three
percent.
Compared to the seventh month of the fiscal year pre -renovation
(FY08), checkouts reflect an overall increase of 22.8 percent.
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Comparing Open Access checkouts during this same time, our
current use reflects a 54.3 percent increase.
3) Marketing Update: News in the Telegraph Herald Newspaper —
Henricks provided a listing of the articles that have appeared in
the Telegraph Herald Newspaper for the last quarter of calendar
year 2013.
Boice questioned if other public libraries have paid marketing
staff. Henricks stated that yes many do; however, the library
does not. Henricks stated that the library does advertise in
365ink, on KDTH, and several social media sites. Two databases a
week are scheduled for feature through Twitter and Facebook.
Henricks noted that the "Learn a Test" database was marketed by
making book marks and placing them in the SAT, ACT, GED, and
Civil Service Exam books promoting this online resource and the
database use went up.
4) Library Services Advisory Committee (LSAC) Update — Henricks
reported that the directors of the public libraries in Dubuque
County met on February 19, 2014. There was general agreement
that sharing existing resources is unlikely due to the cost of buy -
in and the libraries are facing tighter budgets. Purchasing new
resources for sharing was discussed — specifically a new product
called Atomic Training. This online product offers training on
popular hardware and software, which can assist in libraries'
abilities to train patrons as well as offering them the option of
pursuing such training on their own. All the directors agreed to
use the trial period offered by the vendor to become familiar with
the product and decide whether it warrants further discussion.
All agreed that the fundamental issue is lack of adequate funding
to the County Library system, which only the County Board of
Supervisors has the power to change. All agreed that this could
be the time to go back to the County Board of Supervisors to
report the outcome of the LSAC meetings. The next LSAC
meeting is scheduled for March 4, 2014.
5) Facility Update — Henricks reported that the Library is now Petal
Project Certified. This local certification is challenging to achieve
and will also require annual updates. Henricks would like to plan
a "green ribbon cutting" ceremony during Earth Week and Earth
Day is April 22, 2014. Henricks will meet with the City's
Sustainability Coordinator to plan the event.
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Henricks also reported that Randy Klauer of Klauer Construction
has been working with the Library regarding repair work that
remains post -renovation. Klauer is preparing an estimate for
reworking the elm veneer.
Henricks also reported that the she is continuing to work with City
Engineering to resolve the Heating Ventilation and Air
Conditioning (HVAC) problems; she has contacted OPN Architects
to request an update and has not heard back yet. Steve Brown
from City Engineering is trying to work directly with the
manufacturer of the air handling units for advice.
Henricks updated the Board on the scenarios proposed to the City
Manager regarding the epoxy coating for the chiller. First, if we
must pay for the cost of replacement motors, and are able to get
a reduced price from the estimate we received, we can use the
savings toward the epoxy coating of the chiller. Second, if we do
not have to pay for the cost of replacement of the motors, we can
use this Capital Improvement Package (CIP) funding for the
epoxy coating of the chiller before the balance reverts to the City.
6) March Meeting Date — Henricks reported that an unusual set of
circumstances will prevent her from attending the March Board
meeting and presented the options of skipping the March meeting
and plan for the regular April 24 meeting, postpone the March
meeting until the week of April 7, and meet twice in April, or to
combine the March and April meeting and meet the week of April
14. The Board discussed the options and decided to not hold a
March meeting and plan for the regular April 24 meeting.
B. Library Comment Cards - The Library Board reviewed the comment
card received.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
Facility Update, Marketing Update, Library Services Advisory
Commission (LSAC) Update, March Meeting Date, and the Library
Comment Card."
Motion: Boice
Second: Anderson -Bricker
Vote: Aye — 7; Nay — 0
5. Action Items — Meeting Room Policy Revisions: Henricks presented the Board
with a revised Meeting Room Policy for review. Henricks noted the addition that
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requests biodegradable plates and cups be used when food and beverages are
served.
"Moved to approve the Meeting Room Policy as presented."'
Motion: Guns
Second: Anderson -Bricker
Vote: Aye — 7; Nay — 0
6. Communications/Public Comment — Henricks reminded the Board of the
upcoming Volunteer Appreciation Dinner on April 8, 2014.
7. Library Board Adjournment - The Board adjourned at 4:58 p.m.
"Motion to adjourn."
Motion: Weiss
Second: Guns
Vote: Aye — 7; Nay — 0
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Frederick K. Miller, Board Secretary
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